Exhibitor Prospectus. March 27-29, 2019 LEXINGTON, KENTUCKY

Size: px

Start display at page:

Download "Exhibitor Prospectus. March 27-29, 2019 LEXINGTON, KENTUCKY"

Justin Jackson
5 years ago
Views:

1 Exhibitor Prospectus March 27-29, 2019 LEXINGTON, 1 KENTUCKY

Reach Your Target Audience at TraumaCon! The Society of Trauma Nurses (STN) is a membership-based, non-profit organization whose members represent trauma nurses from around the world.

2 Reach Your Target Audience at TraumaCon! The Society of Trauma Nurses (STN) is a membership-based, non-profit organization whose members represent trauma nurses from around the world. Members are health care professionals who are innovators and leaders in research, education, management, and direct trauma service delivery. STN s Annual Conference, TraumaCon, is the trauma community s most powerful networking event for connecting with trauma centers and their influential leaders. In 2019, the Society is expecting an audience of over 600 trauma nurses and nursing professionals, many of which are involved in the management of trauma programs and trauma systems. You will find your customers in Lexington, Kentucky, March 27-29, 2019, at the Lexington Convention Center. Highlight the best of your company s products and services by exhibiting at TraumaCon! Connect with individuals who serve in leadership roles and have purchasing power within their health system. As Trauma Nurse Coordinators (TNC) and Trauma Program Managers (TPM), their main responsibility is to oversee the entire trauma service line and ensure that it runs smoothly, often influencing financial decisions tied to specific patient care items and equipment. Important Exhibitor Dates Note: Times are tentative and subject to change. Please visit traumanurses.org for schedule updates. Wednesday, March 27 12:00 PM 4:00 PM Exhibitor Registration, Movein & Set-up 4:30 PM 6:30 PM Welcome Reception Vendor Booth Game Starts Participant prize-drawing on Thursday Poster Judging & Poster Abstract Viewing (CE available) Thursday, March 28 9:45 AM 1:30 PM Exhibit Hall Open 11:45 AM 1:30 PM Lunch in the Exhibit Hall 1:15 PM Vendor Prize Drawing 2

LEXINGTON, KENTUCKY If you provide any of these products or services, you need to exhibit at TraumaCon: Advanced Monitoring Systems and Products Data Collection/Registry, Analysis, Research and

3 LEXINGTON, KENTUCKY If you provide any of these products or services, you need to exhibit at TraumaCon: Advanced Monitoring Systems and Products Data Collection/Registry, Analysis, Research and Evaluation Software Products Drug Therapies for Trauma Fluid Management Hemorrhage Control Injury Prevention Resources Medical/Critical Care Transport Nurse Recruitment Nursing Specialty Certification Patient Temperature Management Radiology and Imaging Equipment Spinal Immobilization and Support Devices Therapeutic Support Systems Trauma Resuscitation Products Wound Care and Irrigation Systems Exhibitor Core Benefits ALL STN Sponsors and Exhibitors receive the following mutual benefits: Networking & Educational Opportunities Each exhibiting company is provided two complimentary full conference registrations. Registration passes include Thursday and Friday breakout/ general sessions as well as two continental breakfasts, two lunches, four breaks and a welcome networking reception. Additional exhibitor badges may be purchased for $315 per additional attendee. Attendee Mailing & ing Lists Pre-and post-conference access to the exclusive registration list for promotional use (see Networking Opportunities for additional details). STN Web Site & Conference Recognition on the STN Website and in conference reminders. Reminders Conference Syllabus Recognition in the Conference Syllabus. (Application and information form must be received by February 18, 2019) Vendor Booth Game STN organizes an exhibit hall game (complete with prizes) which includes both vendor and registrant participation. The goal of the game is to draw registrants to the exhibit hall and initiate conversations. Be ready to engage the participants at your booth and make the most of your time at the conference. Details and instructions about the game will be communicated in your confirmation . Attendee ing Lists As a benefit of exhibiting at the STN Conference, confirmed vendors receive registration lists with addresses. STN encourages exhibitors to reach out to registrants prior to the conference. The lists should be used to provide company and product information to registrants as well as to invite participants to stop by your booth to learn more. 3 Exhibit Booth Assignment: All space will be assigned on a first-come, first-served basis. STN reserves the right to rearrange the floor plan in the best interest of the show as a whole. Sharing space is prohibited. Ruling of STN shall be final with regard to use of the exhibit space. Please see www. traumanurses.org/2019sponsorship for available booths. 3

4 Core Benefits: All STN Sponsors receive the following mutual benefits. Recognition on the STN Web site. Recognition in the Conference Syllabus. Company representatives identified as a sponsor on their badges. Pre- and post-conference access to the exclusive registration list for promotional use (see Networking Opportunities for additional details). Prime booth location choice for those companies who exhibit and sponsor. Exhibit Hall Networking Opportunities STN is committed to offering an environment where participants and vendors have multiple chances to interact with each other and learn about the products and services available to trauma nursing professionals and centers. Please be sure to join us for the following networking activities and take advantage of the opportunity to connect with your customers. Wednesday, March 27 4:30 PM 6:30 PM Exhibit Hall Open: Welcome Reception Thursday, March 28 9:45 AM 1:30 PM Exhibit Hall Open: Attendee breaks hosted in the Exhibit Hall 11:45 AM 1:30 PM Lunch Served in the Exhibit Hall 1:15 PM Prize Drawing(s) Institutional Sponsorship Opportunities SPONSORSHIP PRIMARY BENEFITS COST Conference Pens Company logo placed on pens logo supplied by sponsor $1,000 Pocket Program Conference Syllabus Water Bottle Technology Sponsor Attendee Bag Company logo on cover and ad placed on inside page logo and artwork supplied by sponsor Full page, 4-color back cover company ad Company logo on front cover Company logo in the page footer of the syllabus content artwork supplied by sponsor Company and STN logo printed on water bottles distributed in registration bags to use at watering stations in the Exhibit Hall and at all refreshment breaks logo provided by sponsor Company recognized as provider of conference app and wifi for attendees Company logo on bags carried by each attendee logo supplied by sponsor $1,500 $2,500 $2,500 $3,000 $4,000 Newsletter Promotion Listed in the March and April STN Newsletter $2,000 Lanyard Logo printed on attendee conference lanyards logo supplied by sponsor $5,000 Attendee Hotel Room Drop Registration Bag Insert Have your collateral delivered to attendees guest rooms. (hotel service charge will apply) Small promotional item or brochure included in registration bag (company provides item/brochure) $1,000 (two available) $1,000 4 Social Media Receive 5 total social media posts (Facebook/Twitter) during March/April. $2,000 (two available) Floor Decals Floor decals placed during the conference, leading to ExhibitHall $2,000 (two available) 4

Exhibit Rules and Regulations TraumaCon 2019 Lexington Convention Center & Lexington Hyatt Regency Please note times are subject to change upon completion of final program please visit www.

5 Exhibit Rules and Regulations TraumaCon 2019 Lexington Convention Center & Lexington Hyatt Regency Please note times are subject to change upon completion of final program please visit for the latest schedule. EXHIBIT DATES AND HOURS Scheduled exhibit hours begin on Wednesday, March 27 at 4:30 PM and end on Thursday, March 28 at 1:30 PM. ASSIGNMENT OF EXHIBIT SPACES Exhibit space will be assigned on a first-come, first-served basis. Payment must accompany the contract, or the contract will not be accepted. APPLICATION/OCCUPATION/CANCELLATION OF EXHIBIT SPACE Application for exhibit space must be made in writing using the enclosed application form or a photocopy of this form. Any space not claimed and occupied for which no special arrangements have been made by 4:00 PM, Wednesday, March 27, 2019, may be resold or reassigned by STN to eliminate empty spaces in the exhibit hall. STN will not refund any part of the booth rental. Exhibitors may not assign or sublet any space allotted to them and may not advertise or display goods other than those manufactured or sold by them in the regular course of their business. Cancellation of rented booth space by January 21, 2019, will result in a $250 release fee. If cancellation is made after January 21, 2019, STN will not refund the booth rental fees. Cancellation of exhibit space must be directed in writing to: STN Headquarters, 446 E High St, Ste 10, Lexington, KY or via at vyoung@ traumanurses.org. OFFICIAL EXHIBIT DECORATOR The official decorator, Shepard Exposition Services, will handle all decorating and exhibit furniture. The exhibit services kit outlines prices and instructions for securing special lighting, carpeting, wiring, telephone, computer rental or other special work in advance. The exhibitor services kit will be ed to you around the middle of January. Please note deadline dates to order services. Exhibitors are responsible for all freight, drayage, decorating and labor charges. INSTALLATION OF EXHIBITS Installation must take place between 12:00 PM and 4:00 PM Wednesday, March 27, Exhibits must be fully installed by 4:00 PM, March 27, No installation work will be permitted after this time without special permission from STN. REMOVAL OF EXHIBITS No exhibitor shall commence dismantling or packing product before the time officially announced as the closing of the show (Thursday, March 28 at 1:30 PM). Doing so will affect future participation. Crates and cartons will not be delivered prior to the close of show Exhibit removal must be completed by 6:00 PM on Thursday, March 28, It is the responsibility of each Exhibitor to have material packed, identified and cleared for shipment by the removal time. BOOTH CONSTRUCTION AND ARRANGEMENT STN arranges for the erection of necessary draped backgrounds of uniform style. All exhibits must be confined to the special limits of the booth. The exhibit booth rental fee includes an 8 deep x 10 wide carpeted booth with an 8 high back drop, 3 high side drape, one 6 draped and skirted table, two side chairs, one waste basket and a 7 x 44 identification sign. No part of the display, except equipment therein, is permitted in excess of eight feet in height without prior permission granted by STN. No perpendicular obstruction eight feet or more in height may extend forward more than half the distance from the back wall, and none over 48 inches in height shall extend forward for the remaining space to the front of the booth. (Exceptions are subject to STN s approval.) Booths shall not present an objectionable side appearance when viewed from adjoining booth areas. USE OF SPACE/PROMOTIONAL MATERIALS Persons who are prepared to explain all products and services on display must staff exhibit areas during exhibit hours. Each exhibitor must wear an official STN conference badge. All solicitation, demonstration or other promotional activities must be confined to the limits of the exhibit hall. No exhibitor or sponsor can distribute promotional materials in a break out room or session. Literature on display shall be limited to reasonable quantities (oneday supply). Exhibitors are encouraged to display or disseminate products and services, which are developed specifically for STN members at their booths, unless permitted through a separate sponsorship agreement. A company s promotional materials should not interfere with any other company s booth or sponsorship. Further, an exhibitor is prohibited from distributing copyrighted materials, unless they have written permission to distribute such materials. FUNCTION SPACE It is understood that no rooms, suites or other space in the conference hotel are to be used for exhibit purposes, workshops or other exhibitor sales-related use. Invitational cocktail parties, open houses and similar exhibitor-sponsored affairs, other than usual private occupancy, must be scheduled with the hotel and confirmed with STN conference management so as not to conflict with program events. CARE OF EXHIBIT SPACE AND BUILDING The exhibitor shall care for and keep occupied space in good order. Special cleaning and dusting of the booth and display equipment and material will be the exhibitor s responsibility. Exhibitors may not place anything in the exhibit space common areas during the open hours of the exhibition. Exhibitors, or their agents, must not injure or deface the wall or floors of the building. When such damage appears, the exhibitor is liable to the owner of the property so damaged. Electrical wiring

6 must conform to the National Electric Code Safety Rules. Combustible materials or explosives are not permitted in the exhibit area. All exhibits shall serve the interests of the members of STN and be operated in a way that does not detract from other exhibits or the conference. Conference management determines the acceptability of persons, things, conduct, sound equipment and/or printed material and reserves the right to require the immediate withdrawal of any exhibit which is believed to be injurious to the purpose of STN. In the event of such restriction or eviction, STN is not liable for any refund of exhibit fees or any other exhibit-related expenses. SALES, SAMPLES AND SOUVENIRS No goods are to be sold for delivery on the floor. Orders may be taken for future delivery. Free samples and souvenirs may be given away at your designated booth only. Exhibitors may not display literature or products at any other conference areas unless a separate sponsorship agreement has been arranged. Any food or beverages dispensed or given away at your exhibit space must be purchased from or with the consent of the Lexington Convention Center. LIABILITY Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and hold STN and its employees and agents harmless against all claims, losses and damages to persons or property, government charges or fines and attorney fees arising out of or caused by exhibitor s installation, removal, maintenance, occupancy or use of exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of the Lexington Convention Center, its employees and agents. Furthermore, exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the Lexington Convention Center, its owners, its operator, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney s fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of Hotel and its employees and agents. Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the contractual liability set forth in this Exhibit, in an amount not less than $2,000,000 combined single limit for personal injury and property damage. The Lexington Convention Center, its owners, and its operator shall be included in such policies as named additional insured. In addition, exhibitor acknowledges that neither the Lexington Convention Center, its owners, nor its operator maintain insurance covering exhibitor s property and that it is the sole responsibility of Exhibitor to obtain business interruption and property damage insurance insuring any losses by Exhibitor. 6 SECURITY A security guard hired by conference management will conduct general surveillance of the exhibit hall (excluding individual booths) Security will be provided during the following times: Wednesday, March 27 at 6:00 PM through Thursday, March 28 at 6:00 AM Exhibitors should take steps to protect merchandise or equipment they have displayed. Please see that all small display and personal items are secure before leaving the hall even temporarily. While STN provides security guards, this is solely as an accommodation to Exhibitors, and STN assumes no responsibility for any loss, damage or injury to any property of the exhibitor or to any of its officers, agents, employees or contractors, whether attributable to accident, fire, theft or any other cause whatsoever. THE AMERICANS WITH DISABILITIES ACT Exhibitor shall be responsible for making its exhibit accessible to persons with disabilities as required by The Americans with Disabilities Act and shall hold STN harmless from any consequences of exhibiting companies who fail in this regard. COMPLIANCE The exhibitor agrees to abide by and comply with the rules and regulations including any amendments that conference management may make from time to time. Exhibitor further assumes all responsibility for compliance with all pertinent laws, ordinances, regulations and codes of duly authorized local, state and federal governing bodies concerning fire, safety and health as well as the rules and regulations of the operators of and/or owners of the property where the exposition is held. CONFERENCE POSTPONEMENT OR CANCELLATION STN at its discretion shall have the right to postpone or cancel the conference and exhibit and shall be liable in no way to the Exhibitor for losses resulting from such delay or cancellation. STN will not be liable for fulfillment of this contract as to the delivery of exhibit space if non-delivery is due to any of the following causes: By reason of the facility being damaged or destroyed by fire, act of God, public enemy, war or insurrections, strikes, the authority of the law, or for any cause beyond STN s control. It will, however, in the event of its not being able to hold an exhibitor for any of the above names reasons, reimburse Exhibitor for the amount already paid for exhibit booth space. AMENDMENTS Any and all matters and questions not specifically covered by the preceding regulations shall be subject to the decision of STN. These rules and regulations shall be binding on Exhibitors equally with the foregoing conditions. Exhibitors shall be notified in writing of any amendments to these regulations. QUESTIONS For more information, contact the STN Exhibit Manager, at or at vyoung@traumanurses.org.

STN Exhibitor Contract & Sponsorship Agreement TraumaCon 2019 March 27-29, 2019 Lexington, KY Company Information Company Name (Name will be published exactly as shown) Business Address City

7 STN Exhibitor Contract & Sponsorship Agreement TraumaCon 2019 March 27-29, 2019 Lexington, KY Company Information Company Name (Name will be published exactly as shown) Business Address City State/Province ZIP Phone Number Company Address Web site Primary Contact Name* Primary Contact Address Organization Contact (if different from above) * A separate conference registration form and a Commercial Support Agreement along with a request for a company description and logo will be distributed to the Primary Contact upon receipt of the agreement. The dated and signed Commercial Support Agreement must be returned along with your company description & logo. Payment Information It is understood that this application will become a binding contract upon acceptance by STN, and incorporated into this contract are the attached terms, conditions, rules and regulations. Payable in U.S. dollars. Authorized Applicant Signature Print Name Date Total Amount Choose one: Check MC VISA AMEX Discover Card Number Name of cardholder (please print) Cardholder Address (if different from above) Primary Contact Telephone Expiration Date Address Booth Number Preference (see for available booths) Signature of cardholder Return signed contract along with payment to: Society of Trauma Nurses, 446 East High Street, Suite 10, Lexington, KY If paying by credit card, fax the completed form to or to vyoung@traumanurses.org. 7 Exhibit Space Standard Booth Rate $ x10 booth Sponsorship Opportunities Newsletter Promotion $2,000 Sponsorship Lanyard $5,000 Sponsorship Conference Pens $1,000 Sponsorship Pocket Program $1,500 Sponsorship Conference Syllabus $2,500 Sponsorship Water Bottle $2,500 Sponsorship Technology Sponsor $3,000 Sponsorship Attendee Bag $4,000 Sponsorship SOLD! Attendee Hotel Room Drop $1,000 Sponsorship (two available) Registration Bag Insert $1,000 Sponsorship Social Media $2,000 Sponsorship (two available) Floor Decals at Conference $2,000 Sponsorship (two available) Additional Exhibitor Registrations Exhibitors may purchase additional name badges for representatives to participate at a discounted rate. A separate registration form will be distributed upon receipt of agreement. Cancellation of rented booth space by January 21, 2019 will result in a $250 release fee. If cancellation is made after January 21, 2019, STN will not refund the booth rental fees. Cancellation of exhibit space must be directed in writing to: STN Headquarters, 446 East High Street, Suite 10, Lexington, KY or via at vyoung@traumanurses.org. Booth space will not be assigned without full payment. Questions? STN is interested in your sponsorship ideas and is willing to work with you to create a situation of mutual benefit. Contact Viki Young, at ; vyoung@ traumanurses.org. For complete conference details visit

2017 EXHIBTOR PROSPECTUS

2017 EXHIBTOR PROSPECTUS Exhibit at ACCC 43rd Annual Meeting CANCERSCAPE and Meet with decision-makers from community-based cancer programs and physician practices Demonstrate innovative products and services